Time Management Dec. 14, 2012 by Frank Worts€¦ · Food for Thought • It’s not enough to be...

transcript

Time Management

Getting Started Or Revisiting

www.P‐C‐M‐I.org

Frank Worts, PCMI Consultant

Today’s Goals

• Identify typical time management issues.

• Explore the realities of how time is really used.

• Identify typical mistakes people make & how to correct them.

• Provide strategies & tangible suggestions for more effective time management.

Food for Thought• It’s not enough to be busy, so are the ants. The question is, what are we busy about? ‐ Henry David Thoreau

• The key is in not spending time, but in investing it. ‐ Stephen R. Covey

• If you want to make good use of your time, you’ve got to know what’s most important and then give it all you’ve got. ‐ Lee Iacocca

An Honest AssessmentHow Time is Wasted

The cold hard facts:

The average public sector worker wastes 2+ hours per day.

The research was conducted through Dulles, Va.‐based AOL's Find a Job site.

2 2.2 2.4 2.6

Insurance

Public Sector

Research

Education

Software &…

Hours per day

Top 5 Time Wasting Jobs

An Honest AssessmentHow Time is Wasted

Top Time Wasting Activities1. Internet personal use 52%

2. Socializing with co‐workers 26.3%

3. Taking care of personal errands 7.6%

4. Spacing out 6.6%

5. Making personal calls 3.9%

6. Arriving late / leaving early 2.9%

7. Applying for other jobs 0.7%2nd Annual survey by AOL and Salary.com

An Honest Assessment

Time Wasted During 8‐Hour Day

• Assumed by HR 0.94 hrs.

• Privately Suspected by HR 1.60 hrs.

• Admitted by Employees 1.86 hrs.

Food for ThoughtEach day has:

• 24 hours• 1440 minutes

• 86,400 seconds.

There is no more or less. This is the time we have.

Typical Issues

• There is too much to do and not enough time.

Typical Issues

• Others are wasting my time.

Typical Issues

• I can’t get anything done.

Typical Issues

• They keep adding more & more things to do.

Typical Time Management Mistakes

Failing to Keep a To Do List

Importance of the To Do List1. Creates a focus on what needs to be done.

2. Provides the opportunity to see the total of what needs to be done so that priority can be assigned.

3. Allows you to see patterns or tasks that are similar & might be better accomplished together.

4. Allows you to quickly reoriented & get back on task if interrupted.

5. Reduces worry related to forgetting a task.

6. Can create a sense of accomplishment when items are checked as completed.

Correct Way to use a To Do List1. Only put items on the list that you are actually

going to do.

To Do• Calls – Jones, Smith, Williams.

• Monthly progress report

• Enter data for Mr. XYZ

Notes• Prepare for supervision

• Suggest item for staff meeting

• Schedule lunch with Jeri

Correct Way to use a To Do List

2. Create your to do list at the start of the day by reviewing your notes list & yesterday’s to do list.

3. Break larger tasks into smaller ones.

• Gather documents for progress report

• Schedule time for 1stdraft of progress report.

4. Group similar tasks.

• Enter data for Mr. XYZ

Correct Way to use a To DO List

Most Important

Moderate Importance

Least Important

5. Prioritize your tasks.

One Way to Prioritize

URGENT NOT URGENT

IMPORTANT

NOT IMPORTANT

One Way to Prioritize

Return calls to consumers

Work on documentation

Schedule meeting

20 minute walk

Drop off dry cleaning

Enter office football pool

Not Setting Personal Goals

Setting Personal Goals

Non‐Work Life Work Life

Setting Personal Goals

4th 3rd 2nd 1st

Failing to Manage Distractions

Tasks to be completed.

WorkflowDistraction

Distraction

Manage Distractions

• Manage email alerts

• Manage phone calls

• Manage intruders

Manage Distractions

• Manage phone calls

Manage Distractions

• Manage intruders

Sorry, I’m not available Until after 2 p.m. today.

Multitasking

http://faculty.winthrop.edu/hinera/CRTW‐Spring_2011/TheMythofMultitasking_Rosen.pdf

Negative Time Waster

The cold hard facts:

• Most people can keep their jobs working at only 20 to 30% of capacity.

• Several workplace studies show that at least 25 % of workers said they were capable of doing 50 % more work.

• On average, they estimated they could do 26 % more.

The Role of Negative Attitudes

• How much time is spent on dealing with things like:

The Monday Morning Blues

• And how dysfunctional is:

Shifting the Tone

• We live in a culture where negative attitudes about work are the norm.

In the 3 previous examples the underlying tone is that work is not desirable, a very counter‐productive tone for being productive.

Negative or “Trash” Talk

Some Final Suggestions

• Know how you actually do spend your time.

• Read your email once – then act on it. File it, deleted it, or respond to it.

• Don’t be afraid to say “no”. If you are pressed for time, be honest and let people know that you can’t do what they’ve asked.

• Plan your break time. Too often people work less effectively because they haven’t taken the few minutes they need to recharge themselves.

• Only schedule meetings when you need the face‐to‐face interaction for decision‐making. Use memos and email to give people information.

• Try to avoid meetings where there is no agenda.

• Delegate when and where possible. If someone else can do it better and quicker, you shouldn’t be the one doing it.

• Block out time. Schedule, just like you would for a meeting, time to work on specific tasks.

A Quick Review

• We only have 24 hrs a day. Yet for most of us there is waste in this.

• Recognize we are not likely to be asked to do less.

• Honestly assess where and how you waste time.

• Avoid crooked thinking – it sets you up for failure.

A Quick Review

• Learn to use a to do list correctly.

• Set goals to help prioritize your to do list.

• Eliminate as many distractions as possible.

• Avoid multitasking – it’s a myth.

• Avoid negative or trash talk.

Questions

• Send additional questions to:

Info@P‐C‐M‐I.org

• Include the following in the message title:NYSAAAA/NYSCA Stress Management

Time Management Dec. 14, 2012 by Frank Worts€¦ · Food for Thought • It’s not enough to be...

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